Users
Users and Roles in Tourpaq
Overview / Purpose
Tourpaq manages access to its system using user roles, which define what each user can view, edit, or manage. This ensures secure, role-based access and prevents unauthorized changes in bookings, payments, or configurations. Each role has its own scope of permissions, ranging from system-wide control to limited operational functions.
How It Works
Each user is assigned to a company and, optionally, one or more agencies within that company.
A role determines the level of access. Only one role can be assigned to a user.
Permissions can be extended through additional rights, which are configurable per user.
Some roles (like Super Administrator) exist only once per Tourpaq installation, while others (like Agents, Guides, or Suppliers) can exist in multiple instances.
User deletion is limited if the user has created bookings or financial entries.
Key Features / Functions by Role
🔑 Super Administrator
Full system-wide access (only one exists in the system).
Manage companies, agencies, users, and roles.
Control system settings, enable/disable features, add countries/postcodes/SSR codes.
Block/unblock users per company.
Post internal messages.
🔑 System Administrator
Limited compared to Super Admin.
Access to three main menus: Setup, Booking, GDPR.
Can configure company settings, manage users, and adjust GDPR data deletion rules.
🔑 Administrator
Company-level manager with access to all company functions.
Manage bookings, hotels, resorts, payments, emails.
Can create agencies and users within their company.
Additional rights: overbook hotels/transports, merge customers, add special offers, override seating rules, etc.
🔑 Sales (Agent)
Handles sales processes: create/edit bookings, manage payments, print tickets.
Additional rights: overbooking, merge customers, view pricelists, edit hotel web tab, see unpaid bookings.
🔑 Financial
Same as Sales, but with financial management rights.
Manage payment methods, import bank exports, handle unregistered or unpaid bookings.
🔑 Supplier
Designed for accommodation providers.
Manage hotel room allotments, release rules, stop sales.
View contracts, transport allotments, and statistics.
🔑 Extra Supplier
For providers of destination services (e.g., excursions).
Access to extras lists, tee time lists, and destination guest lists.
Can block product allotments.
🔑 Guide
On-site resort staff managing tours and services.
Access to completed bookings, guest lists, tickets, payments.
Can send push notifications to guests.
Export hotel lists and statistics.
🔑 Guide Master
Supervises multiple guides.
Access to guide activity reports, destination reports, and service cases.
Can book extras on behalf of a destination.
Manages GuestApp backoffice (maps, activities, insider tips).
Examples or Scenarios
A Super Administrator sets up a new company, creates agencies, and configures user roles.
An Administrator at a travel agency creates new bookings, manages hotels, and oversees payments for their company.
A Sales agent uses the system to sell trips, issue tickets, and process customer payments.
A Supplier logs in to adjust hotel room allotments when cancellations occur.
A Guide checks which guests are arriving today, prints tickets, and sends welcome push notifications via the Guest App.
A Guide Master reviews guide performance and updates destination info for travelers.
Notes / Best Practices
Always assign the minimum role necessary to complete a user’s tasks.
Remember: only one Super Administrator can exist in a system.
User deletion restrictions: accounts with bookings or payments cannot be deleted.
Use additional rights carefully, as they extend the power of lower-level roles (e.g., overbooking transports or hotels).
Guides and Suppliers should only have access to the agencies or destinations relevant to their work.
Regularly review and update user roles to match business needs and security compliance.
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